BY-LAWS
SHILOH TOUCHDOWN CLUB, INC.


TABLE OF CONTENTS


ARTICLES:
I. Name
II. Purpose
III. Location
IV. Membership
V. The Fiscal Year
VI. Nominations, Elections and Terms
VII. Executive Board (Officers) and Board Members
VIII. Standing Committees
IX. Meetings
X. Budget, Finances, Bank Accounts and Loans
XI. Amendments
XII. Dissolution of the “TDC”

APPENDIX:  1. Introduction to Robert’s Rules of Order

 

ARTICLE I
NAME
The name of the organization shall be the Shiloh Touchdown Club, Inc. ("Corporation'') commonly known as Shiloh TDC, hereafter referred to as the “TDC”.


ARTICLE II
 PURPOSE

Section 1:  The purpose of the "TDC" shall be to assist the football teams of Shiloh High School, Snellville, Georgia; its coaches and players. The "TDC" will also seek to encourage parents, the community and supporting organizations to promote the ideals of good sportsmanship, honesty, loyalty, and courage as so designed to build the character of the participating players and bring credit to the community.
Section 2:  The "TDC" is organized exclusively for charitable purposes within the meaning of section 501(c)(3) of the Internal Revenue Code (including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code or the corresponding section of any future United States Internal Revenue law). No part of the earnings of this corporation shall inure to the benefit of, or be distributed to, its members, directors, officers, or other private persons, except that the corporation shall be authorized to pay reasonable compensation for services rendered. Notwithstanding any other provision of these articles, the corporation shall not carry on any other activities not permitted to be carried on a) by a corporation exempt from federal Income tax under Section 501 (3) of the Internal Revenue Code of 1954, etc.: or b) by a corporation to which contributions are deductible under Section 170 (2) of the Internal Revenue Code of 1954.
Section 3:  The purpose of these by-laws is to ensure a smooth and proper flow of business at meetings and activities involving the "TDC".
Section 4:  The "TDC" shall be a non-union, non-profit organization. No part of the net earnings shall provide a real or perceived benefit to any individual member.
Section 5:  Any funds generated by the "TDC" shall be directed to the advancement of the Shiloh Football Program and/or to charities of the “TDC”.
Section 6:  No substantial part of the activities of the organization shall be directed toward the distribution of propaganda, or otherwise attempting to influence legislation, or participating in or intervening in any political campaign on behalf of any candidate for political office.
Section 7: To promote, aid, and provide financial contributions (by way of collecting contributions and donating same) to the Shiloh Football Program.

ARTICLE III
LOCATION

The location of the offices of the “TDC” shall be in Snellville, Georgia with the mailing address of P. 0. Box 390655, Snellville, Georgia 30039.


ARTICLE IV
MEMBERSHIP

Section 1:  The annual membership dues shall be determined by the Executive Board annually based on the expected operating expenses. Each player is expected to pay annual membership dues. Families with more than one player will be given a 25% discount for the second player. Dues are payable at the first annual meeting and no later than June 30th, however new members may join the “TDC” at any time and pay the yearly dues.
Section 2:  Membership in the “TDC” is open to parents of members of football players, teachers, administrators, and others who are at least eighteen (18) years of age and wish to support the team/organization.
Section 3:  All active members of the "TDC" shall be qualified to vote, serve on committees and hold office. Voting members consist of all members in good standing with the “TDC”. One vote per membership or household is allowed.
Section 4:  A member in good standing is a member who is current on the annual membership dues as specified in Article IV, Section 1 or have a lifetime membership, attended at least 2/3 of the monthly meetings held, served on or volunteered their time to a program committee(s) that supports the program and who represent the “TDC” with sportsmanship, courtesy, and respect at meetings, “TDC” activities and games. All membership dues are non-refundable.
Section 5:  Certificates of Membership may, in the discretion of the Executive Board of Officers, be issued to members. The determination to issue certificates and the rights associated therewith shall be determined in the sole discretion of the Executive Board of Officers.
Section 6:  Code of Conduct
A.  All members of the “TDC” shall act in good faith at all events (social and athletic). Any conduct that is violent or abusive in action shall be considered just cause for dismissal from membership in the “TDC”. Such actions should be reported in writing to the Executive Board of Officers stating
    • The nature of the offensive action in detail.
•  The date of the occurrence.
•  The report must be signed by the individual reporting the incident.
•  A vote shall be taken at the next regularly scheduled meeting on actions pursuant to the report, warranting a review from the Executive Officers.
B.  No member of the “TDC” will in any way use his/ her position to influence the coaches with regard to the playing time of a son or daughter in a game.
C.  Any personal information gathered or requested by the "TDC" is for the sole use of the “TDC” and will not be made available to any other organization.
D.  No member may use his or her membership to influence or otherwise profit from the team or “TDC” association.


ARTICLE V
THE FISCAL YEAR

The business year shall run from the 1st day of January until the 31st day of December.


ARTICLE VI
NOMINATIONS, ELECTIONS AND TERM

Section 1:  Nominations for new Executive Board may be made by any "TDC" member in good standing and/or by the Head Football Coach at his or her discretion at least one month prior to the first annual meeting with elections made prior to the first annual meeting. Each nominee must accept or decline his or her nomination.
Section 2:  The Executive Board shall consist of the President, Vice President of Administration, Vice-President of Finance, Vice-President of Operations, Treasurer and Secretary. The Executive Board shall also elect members who are willing to Chair standing committees as described in Article VIII.
Section 3:  The new Executive Board shall be elected by a majority of the voting membership present at the specified election meeting. The Secretary will administer the election and record the number of votes in the minutes. In the event, the current secretary is up for re-election, a departing officer shall assume this role of Election Administrator.
Section 4:  Any and all of the Executive Board members may be removed for cause by majority vote of the members.
Section 5:  Election Procedures
A. The election will take place at the November monthly meeting.
B. The installation of the Executive Board will be at the January monthly meeting.
C. Method of election/voting will be by secret ballot votes.
D. Ballots will be counted by departing officer(s) in the presence of the Head Coach and verified by a third party selected by the Head Coach.
E. The number of votes required for election will be by simple majority.
F. In the event elections are not possible due to lack of participation then the positions may be appointed by the President at the discretion and/or consent of the Head Coach.
Section 6: Term of office. A term is two fiscal year, January 1 through December 31. An officer may run for re-election but may not serve in the same elective capacity for more than 2 consecutive terms. In the event there are no other candidates running for a specific office, the current officer can be re-appointed to the position by the Executive Board Members.
Section 7:  Vacancy. The President, with the approval of the Execute Board, shall appoint any officer vacancy, other than the Presidency. A Vacancy in the office of Presidency shall be filled by the Executive Board Member who has seniority; based on years of service as an officer for the TDC as long as this officer is willing to accept the role.


ARTICLE VII
EXECUTIVE BOARD (OFFICERS) & BOARD MEMBERS

Section 1:  Voting Members of the Executive Board consist of the elected officers.
Section 2:  The Executive Board shall have the responsibility to propose guiding and governing policies of the “TDC” and to conduct the general business of the “TDC” between meetings of the general members.
Section 3:  Officers:
A. The President shall preside and lead meetings of the Executive Board and the general members, shall serve as general manager, and communicate between school administration, athletic directors, and coaches. Other duties include but may not be limited to:
1. Serves as the primary liaison between the “TDC” and the Shiloh Head Football Coach, the Athletic Director, Principal, Shiloh Administrators and parents.
2.  Establishment and administration of the “TDC” budget with the approval of the Executive Board.
3.  Preside at all meetings of the "TDC".
4.  Serve as the official representative of the "TDC".
5.  Primary signer on all contracts and legal documents with Executive Board approval.
6.  The President may create committees as he/she deems necessary and appoint a chairperson for each committee.
7.  Calls special meetings as necessary.
8.  Oversees the enforcement of the By-Laws of the "TDC".
9.  Serves as coordinator of attending committees.
10. Coordinates use of the “TDC” equipment and supplies as necessary.

B. The Vice-President of Administration shall assist the President and act as President in their absence, other duties include but may not be limited to:
• In the absence of the Secretary, the Vice President will assume the Secretaries responsibilities.
• Oversees the coordination of committees and Special Events.
• Shall maintain the official “TDC” web site at www.shilohfootball.com.
• Updating timely communications of upcoming events, schedules, games results, statistics, etc.

C. The Vice-President of Finance shall receive all monies of the club and disburse authorized funds upon proper authorization, write, sign and issue checks, maintain bank accounts, and prepare and present financial reports at each general meeting. Duties include but may not be limited to:
• Maintain a complete set of books of account in accordance with generally accepted accounting principles and practices.
• Disperse funds only as authorized from the approved budget, the President and/or Executive Board and secure proper invoice(s) or reimbursement voucher request thereof.
• Provide and present the financial report at each monthly Executive Board and general meeting. The monthly financial reports shall include an accurate representation of "TDC' funds.
• Be a designated signatory for disbursements of funds.
• Responsible for sending donation receipts to sponsors/donors.
• Once the Executive Board has created a proposed balanced budget, the VP of Finance will present the proposed budget to the “TDC” general members. Prepare the financial books for an audit and annual tax reporting at the close of the fiscal year.
• Have Books ready to turn over to incoming VP of Finance on January 'I, the start of the fiscal year.
• Shall be responsible for the coordination of all fundraising efforts and events.
• Oversee the handing of monetary transactions related to membership fees, donations, contributions and concessions funds. To include a final account of all incoming funds after each event or game.

D. The Vice-President of Operations Duties include but may not be limited to:
• Coordinate with Head Coach, Athletic Department or other School Administrator in regards to any and all needed repairs or safety concerns on or around the Shiloh Football Facility or grounds.

• Game Day Activities which include;
a. Chain crew
b. Placing sideline protectors
c. Placing yard markers on field
d. Place goal post pads
e. Place tables on field for each home game
f. Assist with other projects related to field maintenance

E. The Treasurer shall assist in the role of the VP of Finance as needed, receive all monies of the club and disburse authorized funds upon proper authorization, write, sign and issue checks, maintain bank accounts, and prepare and present financial reports at each general meeting. Duties include but may not be limited to:
a. Collect and keep account of all monies of the "TDC" and deposit same in the banking institution approved by the Executive Board
b. Shall be responsible for the coordination of all fundraising efforts and events
c. Oversee the handing of monetary transactions related to membership fees, donations, contributions and concessions funds. To include a final account of all incoming funds after each event or game.
d. Have records readily available as needed for financial reporting, audit and annual tax reporting at the close of the fiscal year.
e. Have records ready to turn over to incoming Treasurer on January 1, the start of the fiscal year.

F. The Secretary shall record and keep the minutes of all meetings of the executive board and the general membership, be responsible for all publicity and correspondence of the `TDC", serve notice of Executive Board and general meetings and have custody of and maintain all permanent records of club affairs other than those entrusted to the VP of Finance and/or Treasurer. The Secretary shall also preside over annual elections of Executive Officers. Other duties include but may not be limited to:
• See that all notices are duly given in accordance with these by-laws, or as required by law.
• Distribute any and all pertinent information to parents; players etc. via telephone, calling post or other electronic means of communication(s).
• Have meeting minutes readily available upon reasonable request.

• Keep a register of contact information for the following:
o Member
o Players
o Coaches
o Sponsors
o Alumni


ARTICLE VIII
STANDING COMMITTEES

Section 1: Standing Committees:
Standing Committees are those required to function throughout the year. Chairperson shall be elected by the Execute Board. Standing Committees and their primary functions follow. Note: No individual has the authority to use or remove any funds from any “TDC” checking or savings account for investment purposes or otherwise, unless directed and approved by the Executive Board majority. Standing Committees: Standing committees, or permanent committees, will be established when deemed necessary. All standing and or Special Committees which are by nature temporary will be established when deemed necessary and will be appointed by the Executive Board.
Section 2: Committee Chairperson(s) or volunteers shall have no personal gain or interest in the procurement of items or services as needed to carry out the business or responsibilities of the committee unless otherwise discussed and approved by the Executive Board.
Section 3: Standing Committee Chairpersons shall recruit as many members as necessary to accomplish the responsibilities of the Committee. The Chairperson shall also keep a historical file of the year's proceedings, financial records, vendor contacts, etc., for turnover to the Executive Board. At the end of each fiscal year, these committee records should be turned over to the Committee Chairperson successor.
A. Concessions Committee. The Concessions Committee shall be responsible for the management of all concessions using the indoor and outdoor facilities. Parents are required to work in the concession stand during Football games. The profits from concessions will go into the “TDC” operating budget.
The Concessions Committee shall:
• Recruit and schedule parent volunteers (representing the various sports teams) to manage the concession for specific events;
• Record the labor-hours incurred for each event, allocated to the specific sports teams represented;
• Record the concession expenses and revenues for each event;
• Ensure the concession stand is stocked prior to each game/event.
• Take an account of inventory at the end of each game/event and report to the VP of Finance and/or Treasurer immediately. Ensure that hot items (hotdogs, fries, etc.) are cooked and ready for sell at the beginning of each game.
• Ensure that the concession stand is broken down and thoroughly cleaned after each game/event.
B. Pregame and Hospitality Committee.
• Coordinate pickup and delivery of meals for 9th grade/JV and Varsity games.
• Solicit volunteers to support serving player meals each Thursday and Friday.
• Ensure that press box is fully stocked (drinks, food, etc.)
• Solicit parent volunteers via email for desserts, fruit or other items to supplement the pregame meals.
• Coordinate with the Head Coach or Assist. Head Coach to create a schedule and obtain a head count of meals for delivery of pregame meal to the coaching staff.
• Pickup and purchase supplementary items required (plates, Gatorade, etc.) Once approved by the VP of Finance and/or Treasurer.
C. Tailgate Committee.
• Create list of themes for each home game.
• Solicit parent volunteers to help set up and clean up.
• Coordinate volunteers to prepare items for concession stand if required.
• Solicit food donations via email for each tailgating event.
D. Spirit Wear Committee. The Spirit Wear Committee shall coordinate the promotion of the school spirit through the sale of apparel and memorabilia, bearing the SHILOH SHIELD, at a nominal price. The committee shall:
• Secure vendors and pricing for all apparel and non-apparel items and submit recommendations to the Executive Board for selection, Once approved, orders and follows up with vendors to ensure timely delivery and quality assurance of all items received.
• Manage the inventory with ongoing account of descriptions, quantities, and cost of all items ordered, received, sold and held in inventory and submits a monthly report at all Execute Board meetings.
• Organizes the sale of all spirit wear at all major events (Spring BBC), etc.) Freshman, JV and Varsity games.
• Coordinate online ordering of spirit items with the VP of Administration and VP of Finance and/or Treasurer.
• Record an accurate and timely account of revenues and expenses of Spirit items and coordinates its financial operations with the “TDC” VP of Finance and/or Treasurer,
• Promptly delivers all monies received to the VP of Finance and/or Treasurer for deposit.
E. Fundraising Committee. (Marketing & Strategy Committee) Fundraiser will be held throughout the year in order to raise funds for the football program. The funds raised will be directed to the Football expenditures. All families and "TDC" members will be encouraged to participate in ALL general fundraising events.
All Fundraising done by any group associated with the "TDC" must be presented to the Executive Board for approval. Once the fundraiser has been approved, the Executive, Board will fill out the appropriate forms to send to the Shiloh High School, Athletic Director for final approval before the fundraiser can be started.
The committee shall:
•  Receive information regarding potential fundraising opportunities, evaluate these and make recommendations to the Executive Board for discussion and approval.
 • Ensure that there are no conflicts with existing fundraising programs being held or considered by the Head Football Coach or other Athletic Booster Clubs.
• Reports monthly at all Executive Board meeting on received or projected funds for budget purposes.
• Coordinate distribution and collection of fundraising materials to and from players and/or parents.
• Coordinate with the VP of Administration and Secretary to insure communications to parents via email, website and/or calling post of important dates.
• Coordinate parent participation for blitz day transportation or scheduling of any event.

Standing annual fundraisers: Golf Tournament, Miss. Shiloh, and Mr. Shiloh. This committee shall coordinate and work hand-in-hand with the Chairperson(s) of the above listed standing fundraisers.

a. Golf Tournament
• Work with the VP of Operations to solicit donations for goodie bags, silent auction or sponsorship.
• Arrive prior to the event to help set up.
• Provide assistance with check in on the day of the event.
•  Assist with marketing and advertising.
• Assist with Winner Awards.
• Assist with serving food day of event.
• Take pictures of golfers and create photo holders.
• Ride around golf course day of event and interact with golfers.
• Attend Golf Committee Meetings.
b. Miss Shiloh Scholarship Contest
•  "Enroll" the young ladies at SHS for participation in the pageant.
•   Solicit donations from local business for jewelry, food, and
       gift bags items and awards.                    
• Assist backstage and in dressing rooms during rehearsals and night of pageant.
• Assist with collecting paperwork, sponsorship money, people's choice donations, ticket selling, and answer questions during school and with local newspaper.
• Assist with advertising, marketing and promotion.
• Coordinate public relations with advertising both' at the school and with local newspaper.
• Assist with interview day to sign participants in, collect sponsorship money, and other duties.

c. Mr. Shiloh Contest
•  "Enroll" the young men at SHS for participate
•  Assist backstage and in dressing rooms during rehearsals and night of event.
• Assist with collecting paperwork, sponsorship money, people's choice donations, ticket selling, and answer questions during school.
• Coordinate public relations with advertising both at the school.

F. Program Book Committee
• Solicit advertising from area business and individuals to advertise in the Game Day Program Book.
• Coordinates with photographer to assure all required photos are taken for publication of program book and website.
• Provide the proper transfer or delivery of electronic material need for web publication to the VP of Administration.
• Coordinates the delivery of ads in acceptable format to the program design and layout team/person for printing. Coordinates the sales of programs on game days, delivery of the funds to the Treasurer and maintains accurate records of all program sales.
G. Senior Night Committee
• Coordinate with the VP of Finance and/or Treasurer to determine the dollar amount allocated for each senior
• Identify and purchase gifts for seniors.
• Coordinate with the Athletic Department and/or the schools Senior Night Reception Committee.
• Communicate logistics for senior night to senior parents via email (i.e. time to arrive at stadium, etc.)
• Decorate lockers for each senior.
• Work with pregame meal chairperson to ensure that the senior meal upgrade is confirmed.
H. Marketing & Strategy Committee (Community Outreach)
• Identify programs and organizations for players.
• Coordinate dates with TDC and coach.
• Communicate upcoming events with local periodicals (Gwinnett News, NC) for press coverage.
•  Provide monthly readout in “TDC” meetings.
I. Banquet Committee Responsibilities
• Assemble banquet committee.
• Coordinate with the VP of Treasurer on available budget/expenditures.
• Coordinate with food vendor to determine menu and price point for the meal.
• Coordinate with “TDC” secretary to distribute invitations based current “TDC” membership.
• Secure date for the commons area for banquet.
• Create banquet program.
•  Create subcommittees (setup, cleanup, etc.).
•  Purchase coaches gifts. (if budget permits).
•  Coordinate with Head Coach on Guest Speaker.

ARTICLE IX
MEETINGS

Section 1:   Annual Business Meeting. The Annual Business Meeting of the “TDC” shall be held at the January General Membership Meeting unless otherwise specified by the Executive Board. Any change to the Annual Business meeting date, time or location shall be announced a minimum of one week in advance of the proposed change.
Section 2:  General Meetings. General Meetings shall be held monthly unless otherwise specified by the Executive Board and reasonable notice is provided. General meetings shall be held at a predetermined and announced place on the third Sunday of each month at 4:00 PM. No notice of these meetings other than location is required. Meetings shall be open to all interested persons,
Section 3:  Executive Board Meetings. Executive Board Meetings shall be held monthly unless otherwise specified by the Executive Board. A summary of the decisions reached and Executive Board members present at each meeting should be distributed to all Executive Board members within a reasonable timeframe following the meeting and before the next General Meeting. Executive Board Meetings shall be held at a predetermined and announced place on the Second Tuesday of each month at 7:00 PM. No notice of these meetings other than location is required
Section 4:  General Meeting Voting. All members who have paid a membership fee for the current year may vote.
Section 5:  Quorum. A quorum for the transaction of business at the Annual Business Meeting and at General Meetings shall be five percent (5%) of the families with a current annual paid membership. A quorum for Executive Board Meetings shall be two-thirds (2/3) of the Board members. In all voting instances, majority rules for those present.
Section 6:  Robert's Rules of Order. Robert's Rules of Order, the latest edition, shall be recognized as the authority governing the meetings of the “TDC” its Executive Board, and its Committees. The President shall act as the parliamentarian in an effort to maintain order at the meetings.
Section 7:  Special meetings may be called by the President or upon request of members. Written, electronic, or telephone notice of the time, place, and purpose of such special meetings shall be given no later than three days prior to the scheduled meeting, No other business but that specified in the notice may be transacted at the meeting.
Section 8:  The Executive Board may present and vote on items which may require immediate attention via electronic communication. (i.e. email, Outlook) as long as all members are included in the distribution list. The Secretary shall record and maintain a copy of the electronic discussions/votes for record keeping purposes.
Section 9:  The agenda for all meetings of members shall be as follows:
1. Call to order.
2. Roll call of members present.
3. Read and approve minutes from prior meeting.
4. Officers' reports.
5. Committee reports.
6. Special orders --- Important business previously designated for consideration at this meeting.
7. Unfinished business.
8. New business.
9. Announcements.
10. Adjournment.


ARTICLE X
BUDGET, FINANCES, BANK ACCOUNTS AND LOANS

Section 1:  An annual budget shall be prepared by the Executive Board and presented for approval and presented to the members no later than the general meeting in March.
Section 2:  Requests for funds or purchases shall be submitted in writing to "TDC". The VP of Finance and Treasurer shall issue and retain forms for requisition.
Section 3:  No check shall be disbursed unless the VP of Finance and/or Treasurer receives a signed request form along with an invoice, purchase order or original receipt from the vendor or person requesting the check.
Section 4:  All revenues will be used strictly to further the purpose of `TDC" in a manner consistent with an adopted budget or the expressed wishes of the voting membership.
Section 5:  All monies received by the “TDC” for any purpose, shall be deposited to the credit of the "TDC" in a financial institution or institutions selected by resolution of the Executive Board.
Section 6:  Funds raised by the "TDC" that have a specific advertised purpose, shall be deposited and separately tracked in the “TDC” general fund to ensure that it is disbursed for the advertised purpose and to safeguard the integrity of the “TDC” and the School. No vote is required by the general membership unless the advertised purpose has been altered or changed since the project's inception.
Section 7:  Funds raised by any of the "TDC" fundraising events shall be deposited in the operating budget. All requests to direct money elsewhere must have prior approval by the Executive Board.
Section 8:  Due to the extensive use of personal vehicles, computer/printer/fax equipment and other personal items by members of the Executive Board; Executive Board Members may request a stipend of up to $250.00 for mileage reimbursement and/or $250.00 equipment reimbursement per school year to compensate for use of said personal equipment. The stipend shall be requested via completion of the published Payment Request Form and said form must be authorized and signed by the President.
Section 9:  Any use of the “TDC” Federal Tax ID number without the written consent of the Executive Board is prohibited.
Section 10:  No part of the net earnings of the “TDC”  shall provide a real or perceived benefit to any member, trustee, director, officer of the organization, or any private individual (except that reasonable compensation may be paid for services rendered to or for the organization). No member, trustee, officer of the organization or any private individual shall be entitled to share in the distribution of any of the assets on dissolution of the organization.
Section 11:  Any and all banks accounts owned by the “TDC”  must be reconciled on a monthly basis and presented at the monthly meeting.
Section 12:  Bank Accounts: Officers of the Corporation from time to time shall be designated to have authority to deposit and or withdraw funds of the Corporation in or from such bank accounts. The signatures of the authorized officers shall be certified with the banking institute.
Section 13:  Prohibited Transactions
A. Loans. The Corporation shall not make any loan of money or property to or guarantee the obligation of any director or officer; provided, however, the Corporation may advance money to an officer of the Corporation for expenses reasonably anticipated to be incurred in performance of the duties of such officer if such person would be entitled to be reimbursed for such absent that advance,
B.  No officer, member, committee chair or any other such individual, shall have authority to take out any loans, advances or other forms of credit at any time or times for the Corporation from such banks, trust companies, institutions, corporations, firms or persons.
C.  Conflict of Interest. The Officers shall not approve any transaction in which one or more of the Officers has a material financial interest.
Section 14:  Expenditures.
A.  Named expenditures as listed in the approved budget require no additional approval.
B. Expenses in excess of $500, 00 (not included in approved budget) must be pre-approved by the Executive Board in accordance with the Approved Annual Budget.
• There must be at least 2/3 of the Executive Board present to vote on an expense in excess of $500.00. A simple majority is needed to either approve or disapprove the purchase.
C.  Expenses in excess of $500.00 require a minimum of three (3) price quotes from unaffiliated vendors. Three (3) price quotes are preferred and are to be considered the standard requirement.
D.  Any single expenditure cannot exceed thirty-five (35%) percent of the “TDC” existing/present account balance(s).
Section 15:  Disbursement of "TDC" Funds:
•  All operating expenses will be approved by the President, VP of Finance and Treasurer before the Committee person of the activity incurs an expense.
•  Once approved, the chairman of the activity will submit all invoices and/or bills to the “TDC” after the activity has ended.
•  Payment in the form of “TDC” check will be prepared by the Treasurer.
•  The Executive Board shall always require that at least two (2) officers sign all such checks, drafts or other instruments for the payment of money drawn in the name of the "TDC'.
•  The Treasurer's accounts shall be examined annually by an auditing committee of not less than three members who, satisfied that the Treasurer's annual report is correct, shall sign a statement of the fact at the end of the report. This auditing committee shall be appointed by the Executive Board at least two weeks before the closing of the school year.
Section 16:  Each member shall earnestly and in good conscience comply with the rules and regulations of the “TDC”. The “TDC” shall not be responsible financially or otherwise for any obligations incurred by or subsidized by any member(s), No member(s) shall receive financial assistance from the "TDC".


ARTICLE XI
AMENDMENTS

Section 1:  The powers and authority to amend this document(s) shall reside only with the Board of Directors. The Board of Directors may alter or repeal these by-laws or any provision thereof, and may from time to time adopt additional by-laws
Section 2:  Amendment(s) to the By-laws are to be submitted (in writing) at the January regular Executive Board Meeting prior to the Annual Business Meeting. Notice of the amendment(s) shall be publicized by direct mail or e-mail to the membership at least two weeks prior to the Annual Business Meeting.
Section 3:  Amendment(s) may be presented at the Annual Business Meeting by majority of voting members present. A quorum must be present.

ARTICLE XII
DISSOLUTION OF THE "TDC"

Section 1:   Dissolution of the “TDC”  entity. Should the Shiloh Touchdown Club cease to operate as a legal entity, all of the “TDC” assets and cash will be distributed to the football program. Once distributed, the funds can be used at the discretion of the team's Head Coach and/or duly authorized designate.


APPENDIX
Item 1. INTRODUCTION TO ROBERT’S RULES OF ORDER

What Is Parliamentary Procedure?
It is a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion.
Why is Parliamentary Procedure Important?
Because it is a time tested method of conducting business at meetings and public gatherings. It can be adapted to fit the needs of any organization. Today, Robert's Rules of Order newly revised is the basic handbook of operation for most clubs, organizations and other groups. So it is important that everyone know these basic rules!
Organizations using parliamentary procedure usually follow a fixed order of business. Below is a typical example:
1.  Call to order.
2.  Roll call of members present.
3.  Reading of minutes of last meeting.
4.  Officers' reports.
5.  Committee reports.
6.  Special orders --- Important business previously designated for consideration at this meeting.
7.  Unfinished business.
8. New business.
9.  Announcements.
10.  Adjournment.

The method used by members to express themselves is in the form of moving motions. A motion is a proposal that the entire membership take action or a stand on an issue. Individual members can:
1.  Call to order.
2.  Second motions.
3.  Debate motions.
4.  Vote on motions.

There are four Basic Types of Motions:
1. Main Motions: The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, and incidental motions.
2.  Subsidiary Motions: Their purpose is to change or affect how a main motion is handled, and is voted on before a main motion.
3.  Privileged Motions: Their purpose is to bring up items that are urgent about special or important matters unrelated to pending business.
4.  Incidental Motions: Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion.

How are Motions presented?
1. Obtaining the floor
a. Wait until the last speaker has finished.
b. Rise and address the Chairman by saying, “Mr. Chairman, or Mr. President.”
c. Wait until the Chairman recognizes you.
2. Make your Motion
a. Speak in a clear and concise manner.
b. Always state a motion affirmatively. Say, “I move that we … “rather than, “I move that we do not …”
c. Avoid personalities and stay on your subject.
3. Wait for someone to second your Motion.
4. Another member will second your Motion or the Chairman will call for a second.
5. If there is no second to your Motion, it is lost.
6. The Chairman states your Motion
a. The Chairman will say, “It has been moved and second that we … “Thus placing your Motion before the membership for consideration and action.
b. The membership then either debates your Motion, or may move directly to a vote.
c. Once your Motion is presented to the membership by the Chairman it becomes “assembly property”, and cannot be changed by you without the consent of the members.
7. Expanding on your Motion
a. The time for you to speak in favor of your Motion is at this point in time, rather than at the time you present it.
b. The mover is always allowed to speak first.
c. All comments and debate must be directed to the Chairman.
d. Keep to the time limit for speaking that has been established.
e. The mover may speak again only after other speakers are finished, unless called upon by the Chairman.
8. Putting the Question to the membership
a. The Chairman asks, “Are you ready to vote on the question?”
b. If there is no more discussion, a vote is taken.
c. On a motion to move the previous question may be adapted.

Voting on a Motion:
The method of vote on any Motion depends on the situation and by-laws of policy of your organization. There are five methods used to vote by most organizations, they are:
1. By Voice
The Chairman asks those in favor to say, “Aye”, those opposed to say, “No”. Any member may move for an exact count.
2. By Roll Call
Each member answers “Yes” or “No” as his name is called. This method is used when a record of each person’s vote is required.
3. By General Consent
When a motion is not likely to be opposed, the Chairman says, “If there is no objection …”. The membership shows agreement by their silence, however, if one member says, “I object,” the item must be put to a vote.
4. By Division
This is a slight verification of a voice vote. It does not require a count unless the Chairman so desires. Members raise their hands or stand.
5. By Ballot
Members write their vote on a slip of paper; this method is used when secrecy is desired.

There are two other Motions that are commonly used that relate to voting:
1. Motion to Table 
This Motion is often used in the attempt to “kill” a Motion. The option is always present, however, to “take from the table” for reconsideration by the membership.
2. Motion to postpone indefinitely
This is often used as a means of parliamentary strategy and allows opponents of Motions to test their strength without an actual vote being taken. Also, debate is once again open on the main Motion.

Parliamentary Procedure is the best way to get things done at your meetings. But, it will only work if you use it properly.
1. Allow Motions that are in order.
2. Have members obtain the floor properly.
3. Speak clearly and concisely.
4. Obey the rules of debate.

Most importantly, BE COURTEOUS.